Office Services Coordinator

BFL CANADA is a leading Risk Management and Insurance Brokerage firm in North America, looking for an Office Services Coordinator for its Vancouver office. The role involves providing efficient support to the office, maintaining a clean environment, coordinating office supplies, and assisting with administrative projects.

Responsibilities

• Participates in daily morning meetings with the team
• Ensure upkeep of the BC offices premises, furniture replacement, paint touch ups, carpet and chair cleaning
• Maintains a clean office environment, including liaising with cleaning companies for kitchen, carpet, and interior window services
• Assists with office moves under direction of Office Services Manager. May require occasional work after regular hours (2-3 times per year)
• Works with Office Services Assistant to setup and clean boardrooms for meetings and events
• Updates and sends out new employee orientation
• Purchases and tracks access cards, including an annual audit
• Assists with ordering office supplies
• Orders and maintains adequate supply of stationary and business cards
• Orders office name plates and name badges
• Lead on document archiving management (Iron Mountain)
• Downloads and distributes policies from Lloyd’s portal
• Reconciles courier and travel invoices
• Maintains Emergency Preparedness supplies
• Organizes and maintains First Aid supplies
• Attains and maintains Level 2 First Aid status and heads the First Aid Committee
• Liaises with Space Cleaning for quarterly appliance cleaning
• Manages recycling programs, including ensuring compliance to building mandates and coordinating external vendors as required
• Monitors and procures pest control services as needed
• Organizes annual Purdy’s orders
• Collaborates with Office Manager on purchasing corporate gifts and supports front desk with distribution
• Works with the Office Services Team to coordinate regular social events for the office
• Participates with decorating the office for special occasions
• Assists other departments with administrative projects as required, including mail-outs, printing projects, and certification production
• Back up to front desk when necessary
• Prepares and sends out Canada Post & Insurance Courier mail when necessary
• Back up to front desk as necessary
• Provides support with courier requests, cheque tracking, and hardcopy policy distribution during busy periods

Skills

• 1-3 years office services experience
• Excellent verbal and written communication skills
• Professional presentation
• Good knowledge of Microsoft Word and Excel
• Ability to work independently
• Excellent organizational skills
• Ability to work well with others throughout the organization

Benefits

• Competitive salaries and a multitude of benefits starting day one including generous medical and dental coverage, telemedicine, employee and family assistance program, and retirement and savings programs
• Hybrid work program
• Wellness allowance
• Year-round social activities and events
• Continuing education and investing in training and development

Company Overview